Closure Report
Project Summary
This project aimed to deliver a user experience update for the Media Hopper Create system, incorporating feedback from the user group, ensuring successful UAT, and deploying new features such as auto-generated captioning. The following activities were completed within the scope:
- Facilitated user group feedback and planned a comprehensive UAT.
- Deployed an updated transcoding profile to optimize storage, which included automatic removal of source files.
- Enabled auto-generated captions by default and ensured the best supplier was selected.
- Updated documentation and guidance in SharePoint and communicated changes to stakeholders across the university.
- Coordinated with the change advisory board to gain necessary approvals.
Analysis of Resource Usage:
Staff Usage Estimate: 61 days
Staff Usage Actual: 61 days
Other Resource Estimate: N/A
Other Resource Actual: N/A
Other Resource Variance: N/A
Explanation for Variance
There was no variance in the timeline or resources for this project. The project was delivered on schedule, within the planned start and end dates from June 21, 2023, to September 13, 2023. All tasks were completed as per the scope, and the total effort aligned with the estimated workdays.
Outcome
| Objective | MOSCOW | Outcome |
|---|---|---|
| O1: Ensure successful user group feedback and analysis | Must Have | Achieved – Comprehensive feedback was collected, and the risks were effectively managed. |
| O2: Plan and execute deployment | Must Have | Achieved – Deployment was successfully planned and executed with minimal disruption. |
| O2.1: Complete UAT with minimal critical issues | Must Have | Achieved – UAT was completed, and all critical issues were addressed. |
| O2.6: Implement auto-caption feature | Must Have | Achieved – Auto-captioning was successfully deployed as part of the new user experience. |
| O2.3: Update guidance and communicate changes | Must Have | Achieved – All guidance was updated, and the communication plan was executed. |
| O3: Monitor post-deployment performance | Must Have | Achieved – Deployment was continuously monitored with no major disruptions during the start of term. |
Key Learning Points
-
Supplier Delays in Captioning
- Issue: The supplier took longer than expected to enable the option for auto-generated captions, delaying UAT and the production environment deployment.
- Impact: This resulted in a delay of over a week for the full deployment.
- Recommendation: Engage suppliers earlier in the process to account for potential delays and improve timeline management.
-
External Service Compatibility
- Issue: Integration with third-party services led to minor disruptions when attempting to embed the new video player in EdWeb.
- Impact: Users experienced errors when embedding code, requiring quick fixes.
- Recommendation: Ensure more thorough testing across all external services and integrations before deployment to prevent unexpected errors.
-
Student Intern Resource Utilization
- Issue: Migration of documentation from a shared folder of Word files to full SharePoint pages was time-consuming.
- Impact: This process would have delayed other key tasks had student interns not been engaged.
- Recommendation: Use interns effectively for documentation and lower-priority tasks to free up core team members for higher-priority activities.
Outstanding Issues
None.